G-31-9.2.2 Facility Use Policy

  1. Request for Use of Facilities

    Reservations to hold a meeting or event at the College are to be made through the Office of Campus Services, or the branch campus administrator, for college groups and events and the Office of the

    Chief Financial Officer for non-college groups and events. Requests for use of Central Oregon Community College facilities generally fall into two categories:

    1. College Groups and College Events -- No Facility Fee

      This group includes all College instructional classes; staff and committee meetings; events organized or sponsored by the College in general; and recognized College groups, and recognized student groups (with the approval of the Coordinator of Student Life). The appropriate Vice President or Dean must approve in writing any College-sponsored event planned in conjunction with external organizations.

    2. Non-College Groups and Events -- Subject to Facility Fee

      This section pertains to all non-College groups and events that are permitted on campus: non-profit groups; publicly funded agencies; government agencies including federal, state and local; for-profit groups and corporations; political organizations; and religious organizations. Any non-College group using the facility is prohibited from using the College's name to imply sponsorship, endorsement or financial support of the event scheduled other than for purposes of providing location information. Fund-raising activities are restricted and must obtain approval from the Vice President for Administration prior to the activity being scheduled. Rates to be determined based on the current academic year's rate chart, available online and from Campus Services upon request. Waiver or modification of the facility fee may be made by the Vice President for Administration or designee based on the following criteria:

      1. There is a tangible and defined benefit to the College and/or service to the community.
      2. The College generates FTE from the event.
      3. The College has a reciprocal agreement or partnership with the user.
      4. The College sponsors the event.
      Room rental charges cover room use only. Additional direct costs related to the facility use, including but not limited to expenses associated with the following, may be assessed:
      1. Equipment (media or other)
      2. Computer usage
      3. Utilities when events occur outside College regular schedule
      4. Labor costs for scheduling, custom installation, room set-up, opening/closing, custodial services, and supervision.
  2. Application for Use

    The use of a College facility shall be requested by an application process and reserved on a first come, first served basis, subject to the classification of priorities as listed in Section B. - User Priority, and any other College use conditions or restrictions which may be applicable at the time the Facility Use Application is approved. A Facility Use Application is required for any scheduled event and shall be filed with the Office of the CFO or the branch campus administrator where the event is to be held. A Facility Use Application may not request facility use of more than one (1) week. The Office of the CFO or branch campus administrator must approve, in writing, any exception for a longer duration or for consecutive weeks of use.
    1. Cancellation

      The College must receive written notice no less than two (2) business days prior to the date of the event if the applicant chooses to cancel the use of a facility. The College will charge a twenty-five dollar ($25) processing fee and any costs incurred if the user fails to provide notice of the cancellation more than two (2) business days before the event.

    2. User Priority

      Following is the user priority list that shall be adhered to in reserving a College facility:
      1. College instruction.
      2. College event.
      3. Non-instructional use by the Associated Students of Central Oregon Community College (ASCOCC) or a recognized COCC student organization.
      4. COCC - affiliated organization
      5. Non-College group or individual.
        1. General public (individual or business) using facility for non-profit purposes
        2. Non-Profit (501) or Government entity (local, state or federal)
        3. Individual or business using facility for an event intended to generate a profit.
    3. Facility Availability and Requirements

      College facilities are normally available Monday through Sunday between the hours of 7:00 A.M. and 10:00 P.M., except on holidays and other days of scheduled closures. Hours are scheduled at the discretion of the Director of Campus Services and/or Vice President for Administration. Permission to use a College facility is given for a specific date or dates, and times. Only the date(s), time(s), and the facility for which permission has been granted will be honored. Any rehearsal time, decorating time, special set-up and/or takedown time must be included in the requested and approved Facility Use application. Permission to use College equipment and/or supplies must be requested via the Facility Use application process. The requested equipment and/or supplies must be available and identified in writing before permission will be granted for their use. Final permission to use a College facility must be confirmed in writing. Due to class scheduling, the use of a College facility generally cannot be confirmed more than ninety (90) days in advance of a request. It is recommended that no applicant should make any commitment, release any advertising, or take any action committing the use of a College facility until written confirmation is received from the College.
  3. Event Content

    The nature of an event must be described in detail in the Facility Use Application. The College reserves the right to accept or reject any request for use of a College facility and to impose additional requirements after reviewing the request of an organization if the College reasonably believes the event will cause substantial disruption to its educational environment. An event offered in any College facility will not contain information that has a reasonable likelihood of materially and substantially interfering with the operation or activities of the College or which may advocate imminent violence. Approval will not be granted for an event that duplicates, substantially interferes with, or competes with College offerings, whether current, planned, or anticipated. The College resident reserves the right to make the final determination in the event of conflict or anticipated conflict. Any event or activity that disrupts, by preventing the effective carrying-out of the operation or activities of the College, is prohibited. Sound amplification that significantly disrupts the operation or activities of the College is prohibited.

  4. College Services and/or use of Equipment

    The use of a College facility may require services or equipment provided by the College that are identified and agreed to in the application process. Charges for the services and equipment are made in accordance with the rates established in the Schedule of Charges. There is no staffing for snow removal on weekends or evenings. It is the responsibility of the user to contact the college about how weather closures may affect their use of a facility. When the college is closed due to weather, there will be no charge to the user for cancellations.

    A number of rooms are equipped with pianos. Pianos may not be moved from one room to another without prior written approval from the COCC Music Department. Pianos may only be moved by a professional piano mover and may require tuning by a professional piano tuner after being returned to the appropriate room. If a piano is moved, it must be returned to the room where it was originally housed. All costs for moving and tuning the piano will be the responsibility of the party renting the facility.

  5. Food Events Approval and Food Handling

    All events on the Bend Campus that have food catered must use the College's current contracted food service provider (currently Sodexo). If the person/organization using the COCC facility obtains prior approval from the food service provider this restriction may be waived. In such case, all events that involve the preparation or serving of food or drink to staff, students, or the public must be approved prior to the event and follow the Temporary Food Booth Guidelines. The Office of Student Life must approve student events. All workers involved in food preparation or serving must possess a valid Food Handlers' Permit and the individual overseeing the event must be present during the entire event to supervise food safety and ensure all county food safety regulations are followed. All foods must be prepared on-site or purchased from an approved source. Home-prepared foods may not be served to the public.

    1. College Employees

      The services of College employees may include, but are not limited to:
      • Custodian(s)
      • Physical Education Facility Supervisor
      • Performing Arts Staff
      • Computer/Audiovisual Technician
      • Maintenance Services
      • Security Personnel
      • Parking and Transportation Services
      The Office of Campus Services, Information Technology Services and Public Safety directors or their designees will identify personnel that are required for the proposed use of a College facility. Any additional costs incurred for College personnel services, even if not identified in the application process, will be charged to the user.

    2. Audiovisual Equipment

      The majority of class and meeting rooms in the College facilities are equipped with TV/VCRs, projectors, screens, and whiteboards and/or chalkboards. Rooms may also have computer/projection units. Other audiovisual equipment may be reserved on an "as available" basis and for an additional charge by contacting Media personnel through the Facility Use office. The College reserves the right to limit the use and operation of College-owned AV equipment to College personnel.

    3. User-owned equipment and supplies

      User-owned equipment and/or supplies, including but not limited to, scenery, decorations, hazardous materials, animals, or materials of an unusual nature, are not allowed on the College premises without prior written approval by the Office of Campus Services. All electrical items must be U.L. (Underwriters Laboratory) approved. The College will not furnish equipment to the user such as: tools, ladders, easels, pens, extension cords, etc.